Members are reminded of the need to be vigilant to stand aside from
decision making when a conflict arises between their role as a member and any
private or other external interest they might have.

The Auckland Council Code of Conduct for Elected Members (the Code)
requires elected members to fully acquaint themselves with, and strictly adhere
to, the provisions of Auckland Council’s Conflicts of Interest
Policy. The policy covers two classes of conflict of interest:

i)A financial conflict of interest, which
is one where a decision or act of the local board could reasonably give rise to
an expectation of financial gain or loss to an elected member; and

ii)A non-financial conflict interest, which
does not have a direct personal financial component. It may arise, for
example, from a personal relationship, or involvement with a non-profit
organisation, or from conduct that indicates prejudice or predetermination.

The Office of the Auditor General has produced guidelines to help
elected members understand the requirements of the Local Authority
(Member’s Interest) Act 1968. The guidelines discuss both types of
conflicts in more detail, and provide elected members with practical examples
and advice around when they may (or may not) have a conflict of interest.

Copies of both the Auckland Council Code of Conduct for Elected
Members and the Office of the Auditor General guidelines are available for
inspection by members upon request.

Any questions relating to the Code or the guidelines may be directed
to the Relationship Manager in the first instance.

Standing
Order 3.20 provides for deputations. Those applying for deputations are
required to give seven working days notice of subject matter and applications
are approved by the Chairperson of the Upper Harbour Local Board. This means
that details relating to deputations can be included in the published agenda.
Total speaking time per deputation is ten minutes or as resolved by the
meeting.

At the close
of the agenda no requests for deputations had been received.

A period of
time (approximately 30 minutes) is set aside for members of the public to
address the meeting on matters within its delegated authority. A maximum of 3
minutes per item is allowed, following which there may be questions from members.

At the close of the agenda no requests for public forum had been
received.

At the close of the agenda no requests for notices of motion had
been received.

Upper Harbour
Local Board

13 September
2016

Meeting
Minutes Upper Harbour Local Board, Tuesday, 23 August 2016

File No.: CP2016/19278

Purpose

The open
unconfirmed minutes of the Upper Harbour Local Board meeting held on Tuesday,
23 August 2016, are attached at item 12 of the agenda for the information of
the board only.

Recommendation

That the Upper Harbour Local
Board:

a) note
that the open unconfirmed minutes of the Upper Harbour
Local Board meeting held on Tuesday, 23 August 2016
are attached at item 12 of the agenda for the information of the board only,
and will be confirmed under item 4 of the agenda.

1.To present applications received for the Upper
Harbour Local Board Quick Response Round One 2016/2017. The local board
is required to fund, part-fund or decline these applications.

Executive
summary

2.The Upper Harbour Local Board has set a total
community grants budget of $118,000for the
2016/2017 financial year.

3.A total of $47,500 has been
allocated in the previous grant round, leaving a remaining balance of $70,500
for the 2016/2017 financial year.

4.Eightapplications
were received in this round, with a total requested of $9,400.

Recommendation/s

That the Upper Harbour Local
Board:

a) consider
the applications listed below, and agree to fund, part-fund or decline each
application in this round:

Application No.

Organisation Name

Project

Total requested

QR1717-106

Parent
to Parent Auckland

Support
for the annual office fee to the national body

$2,000

QR1717-109

Royal
New Zealand Foundation of the Blind

Purchase
digital talking books for the Blind Foundation library

$1,500

QR1717-110

Auckland
Young Women’s Christian Association (YWCA) Incorporated

Safe
for Life programme

$1,600

QR1717-105

Badminton
North Harbour Incorporated

World
Masters Games marque expansion

$2,000

QR1717-108

North
Harbour BMX Association Incorporated

First
Aid workshop

$500

LG1608-111

The
Korean Society of Auckland

2017
Korean Day

$800

LG1720-128

Body
Positive

World
AIDS Week

$500

QR1708-103

East
Coast Bays and District Cricket Club Incorporated.

Match
scorer costs

$500

Total Requested

$9,400

Comments

5.The Auckland Council Community Grants Policy
supports each local board to adopt a grants programme (refer to Attachment A).

6.The local board grants programme sets out:

·local board priorities;

·lower priorities for funding;

·exclusions;

·grant types, the number of grant rounds and when these will open
and close; and

·any additional accountability requirements.

7.The Upper Harbour Local Board will operate one
local grants round for this financial year. The quick response grant round
closed 2 August 2016.

8.The community grant programmes have been
extensively advertised through the council grants webpage, local board
webpages, local board e-newsletters, Facebook pages, council publications,
radio, and community networks.

9.For the 2016/2017 financial year, the Upper
Harbour Local Board set a total community grants budget of $118,000. It
is recommended that the local board consider allocating up to 15 per cent of
their budget for this grant round.

10.A total of $47,500 has been allocated in the previous
grant round, leaving a remaining balance of $70,500 for the 2016/2017 financial
year.

11.Eightapplications were received in
this round, with a total requested of $9,400.

Consideration

Local
board views and implications

12.Local boards are responsible for the decision-making and allocation
of local board community grants. The Upper Harbour Local Board is required to
fund, part-fund or decline these grant applications against the local board
priorities identified in the local board grant programme.

13.The board is requested to note that Section 50 of the Community
Grants Policy states that council “will also provide feedback to
unsuccessful grant applicants about why they have been declined, so they will
know what they can do to increase their chances of success next time.”

14.A summary of each application is attached
(see Attachment B).

Māori
impact statement

15.Theprovision of community grants provides opportunities for all Aucklanders to
undertake projects, programmes, and activities that benefit a wider range of
individuals and groups, including Māori. As a guide for decision-making,
in the allocation of community grants, the new community grants policy supports
the principle of delivering positive outcomes for Māori.

Implementation

16.The allocation of grants to community groups is within the adopted
Long-term Plan 2015-2025 and local board agreements.

17.Following the Upper Harbour Local Board
allocating funding for quick response round one, Commercial and Finance staff
will notify the applicant of the local board decision.

1.The purpose of this report is to seek approval from the Upper Harbour
Local Board for the operational hours and fees and charges for the Albany
Stadium Pool

Executive
summary

2.The construction of the Albany Stadium Pool is due for completion in
November 2016. The operational hours proposed have been designed to
balance the casual access needs of the community, while still allowing for
regular and one-off events and programmes.

3.The proposed fees and charges have been established after consideration
of current prices in the network, providing affordable access and achieving the
Annual Plan budget targets.

Recommendation/s

That
the Upper Harbour Local Board:

a) approves
the minimum operational hours for the Albany Stadium Pool as indicated in the
table below, and allows Leisure to increase these hours based on customer
demand:

Aquatics

Fitness

Open

Close

Open

Close

Monday to Friday

5:30am

7:00pm

5:30am

9:30pm

Saturday

8:00am

7:00pm

8:00am

9:30pm

Sunday

8:00am

7:00pm

8:00am

7:00pm

Public Holidays

8:00am

7:00pm

8:00am

7:00pm

Good Friday

Closed

Christmas Day

Closed

b) adopts
the local fees and charges for the 2016/2017 financial year for Albany
Stadium Pool as indicated in the table below, Leisure to discount fees and
charges as and when required:

c) allows
Leisure to set programme fees and charges (excluding learn-to-swim) for the
Albany Stadium Pool.

Comments

4.When establishing the minimum operational hours for the Albany Stadium
Pool, staff have considered the needs of the targeted users, and the desire to
provide regular programmes, evening and one-off activities. These have
been balanced alongside the cost-effective use of staff hours and a desire to
minimise operational costs.

5.The predominant market for the aquatic activities will be children,
youth and young families. The vast majority of these users will visit
before 7pm. It is proposed that the evenings after 7pm are non-core
aquatic hours, and are programmed for specific segments of the community, e.g.
women’s only swim sessions, aquatic safety sessions, evening lane swim,
member nights, youth nights, teen pool parties, private bookings etc.

6.In the fitness market, Leisure plans to accommodate professionals that
may commute to and from the city, and as such staff have allowed sufficient
time to exercise/swim before and after work.

Aquatics

Fitness

Open

Close

Open

Close

Monday to Friday

5:30am

7:00pm

5:30am

9:30pm

Saturday

8:00am

7:00pm

8:00am

9:30pm

Sunday

8:00am

7:00pm

8:00am

7:00pm

Public Holidays

8:00am

7:00pm

8:00am

7:00pm

Good Friday

Closed

Christmas Day

Closed

7.When setting the fees and charges, consideration has been given to the
prices in the network and those of competitors. For reference, casual
adult entrance at Glenfield Pool and Leisure is $7.20, and Takapuna Pool and
Leisure is $7.50. Learn-to-swim and fitness memberships at both these
facilities are the same as those proposed below. Learn-to-swim charges at the
Millennium are predominantly $14.00 - $16.00, and fitness membership is $32.00
per week, and casual swim-only entry $7.00.

1.The purpose of this report is to seek local board feedback on proposed
maintenance service specifications where they may have an impact on levels of
service for local activities, to inform a Request for Proposal to the supplier
market (due to be published in early October 2016).

Executive
summary

2.The majority of Auckland Council’s existing contracts to maintain
buildings, grounds, open space and parks amenities expire on
30 June 2017. A Request for Proposal process is planned to be underway
in October 2016 followed by contract negotiations, to determine new maintenance
contracts to take effect from 1 July 2017.

3.The governing body is responsible for procurement
decisions of major service delivery contracts. Local boards set, and can
increase levels of service for, local activities subject to minimum
levels of service set by the governing body.

4.Local boards play a key role in providing input to proposed maintenance
service specifications where they may have an impact on levels of service for
local activities. This report is seeking feedback from local boards by 23
September 2016 to inform a Request for Proposal to the supplier market,
including the following:

a) delegate
authority to the Chairperson and Deputy Chairperson to provide the
board’s feedback on the proposed service specifications, local outcomes
and the overall structure for new Community Facilities maintenance contracts
by 23 September 2016.

OR

b) provide
feedback on the proposed service specifications, local outcomes and the
overall structure for new Community Facilities maintenance contracts,
including:

5.Auckland Council currently has 38 Community Facilities contracts to
maintain buildings, grounds, open space and parks amenities. The majority
of these contracts are scheduled to expire on 30 June 2017.

6.A project has been setup to implement new facilities maintenance
contracts to serve the Auckland region from 1 July 2017.

7.The governing body is responsible for procurement
decisions of major service delivery contracts. Local boards set, and can
increase (with locally driven initiative funding), levels of service for
local activities subject to minimum levels of service that are set by the
governing body.

8.Local boards play a key role in providing input to proposed maintenance
service specifications where it may have an impact on levels of service for
local activities (e.g. “neighbourhood parks – lawns are presented
in a way that encourages general walkability and allows for passive
recreational activity”).

9.The objectives of this project include implementing:

·standardised contracts, but with flexibility to accommodate local
board governance decisions (e.g. change the use of an asset, increase baseline
service levels through locally driven initiative funding);

·outcomes that reflect local character and social outcomes (e.g.
promote local employment, support local design of facilities);

·Smart Procurement outcomes (e.g. sustainability);

·consistency in service delivery across the Auckland region;

·value for money;

·improved contract performance and auditing; and

·improved local board reporting to inform governance decision
making.

10.A Procurement Working Group consisting of 12 local board chairpersons has
provided regular direction and guidance over the last four months on this
project’s strategy and intent.

11.Cluster workshops were held throughout August with all local boards to
discuss this project’s intent, direction and to obtain informal
feedback. Formal feedback is now sought from all 21 local boards by 23
September 2016, on the proposed service specifications, local outcomes and the
overall structure for new Community Facilities maintenance contracts prior to
finalising a Request for Proposal to the supplier market in early October 2016.

13.The following specialist services require niche suppliers and will be
considered throughout this process, but may be contracted separately to
minimise risk in the provision of these services:

·arboriculture;

·ecological restoration and external / environmental pest
control;

·sports fields renovations and upgrades;

·painting; and

·pool plants, water features, fountains.

Out of scope

14.Services excluded from this project include general building compliance
maintenance work as follows, as existing contracts do not expire for another
two years:

·building Warrant of Fitness management;

·fire evacuation schemes and training;

·fire alarm monitoring;

·fire systems maintenance;

·lift maintenance;

·security systems maintenance;

·small water professional services; and

·rubbish collection and recycling from council buildings.

Proposal

15.To maximise economies of scale whilst still providing a local flavour,
staff propose to create five facility maintenance contracts across each of the
geographical cluster areas outlined in Attachment A.

16.Proposed baseline service specifications defining outcomes expected
across a range of asset groups are outlined in Attachment B.

17.Smart Procurement outcomes identified as important to local boards that
will be considered in the procurement of each facility maintenance contract are
outlined in Attachment C.

18.Council is exploring the possibility of directly engaging Great Barrier
and Waiheke maintenance service providers to deliver services on the Hauraki
Gulf Islands. Proposed procurement models are outlined in Attachment D.

Consideration

Local
board views and implications

19.A Procurement Working Group consisting of 12 local board chairpersons
was set up to provide direction and advice over the last four months on this
project’s strategy and intent.

20.Workshops were held with each of the proposed geographical cluster
groups in August 2016 to outline proposed service specifications, proposed
structure of new maintenance contracts and to obtain verbal feedback.

Māori
impact statement

21.Auckland Council is committed to meeting its responsibilities under Te
Tiriti o Waitangi and its broader statutory obligations to Māori.

22.Māori
responsiveness requires the collective effort of everyone. Under the new
contracts, suppliers will work collaboratively with council to achieve better
outcomes with Māori and for Auckland. This will
include:

23.A Request for Proposal for facility maintenance contracts is due to be
published to the supplier market in early October 2016 with contract
negotiations formally concluded in April 2017.

24.A transition period will be in place before new contracts take effect
from 1 July 2017 to ensure a smooth implementation.

25.Local boards will have the opportunity to set local performance targets
for 2017/2018 as part of the Annual Planning process in early 2017. Staff
will provide clear and concise information enabling the local board an
opportunity to allocate locally driven initiative (LDI) funding to increase
maintenance service specifications between March and May 2017.

26.Facility contract terms and conditions will be negotiated in early 2017
and will enable the ability for local boards to increase local maintenance
service levels through the Annual Planning process each year.

1.To grant a licence to occupy to Hobsonville
Point Residents Society Incorporated, 44-50 Station Street, Hobsonville.

Executive
summary

2.The Hobsonville Point Residents Society
Incorporated (the Society) supports the creation of a community garden on land
at 44-50 Station Street, Hobsonville.

3.The Society will have a governance role and will
be accountable for the development and management of the garden. The
Catalina Community Garden Committee (the Garden Committee) will be responsible
for the day to day management of the garden.

4.The property sited at 44-50 Station Street,
Hobsonville, is described as Lot 100 DP 438785 and is currently held in fee
simple by Auckland Council as an unclassified local purpose (storm water
drainage) reserve and subject to the Reserves Act 1977.

5.The storm water drainage reserve allows
maintenance access to a pond located on part of Lot 100 DP 438785.
Council’s Stormwater team was consulted on the proposal and has confirmed
that it is able to carry out maintenance works without impacting the community
garden.

6.This report recommends that a licence to occupy
be granted to the Hobsonville Point Residents Society Incorporated for a period
of five years from 13 September 2016, with one five year right of renewal in
accordance with the Auckland Council Community Occupancy Guidelines 2012.

Recommendation/s

That the Upper Harbour Local
Board:

a) grants
a licence to occupy under Section 74 (2) (A) of the Reserves Act 1977 to
Hobsonville Point Residents Society Incorporated for part of the land at
44-50 Station Street, Hobsonville (refer to Attachment A in the agenda
report), subject to the following terms and conditions:

i) term
– five years commencing 13 September 2016 with one five year right of
renewal;

ii) rent
- $1.00 plus GST per annum if requested; and

iii) a
community outcomes plan to be negotiated with Hobsonville Point Residents
Society Incorporated and approved by the Chairperson and attached as a
schedule to the lease document.

b) approve
all other terms and conditions in accordance with the Reserves Act 1977 and
the Auckland Council Community Occupancy Guidelines July 2012.

Comments

7.The Society was registered as an incorporated
society on 25 December 2010. Its objectives are to:

·ensure Hobsonville Point is a strong community
with good communication, engagement and respect between members, allowing
regular opportunities for participation in community events, the common areas,
facilities and services; and

·ensure Hobsonville Point maintains its focus on
sustainability.

8.The Society supports the creation of a community
garden on part of the land at 44-50 Station Street, Hobsonville. A
licence to occupy can be granted under Section 74 (2) (a) of the Reserves
Act. The term of any licence granted under Section 74 is limited to 10
years.

9.Parallel to this, Waterford on Hobsonville Point
(Waterford) submitted an application to Auckland Council to use the same area
of land as a temporary access route. The temporary access route is
primarily for the construction of apartments at the adjoining retirement village
at 84 Buckley Avenue, Hobsonville. This access will be required for a
period of no more than two years.

10.The Society and the Garden Committee support the temporary access
route and an agreement has been reached between the parties. The proposed
site for the community garden will be split into two areas and developed in two
stages.

11.Stage one is the development of the community garden; stage two is
the constructing of the temporary access route, both at the cost of
Waterford.

12.Once the temporary access route is no longer required, Waterford
will remove and reinstate the area to grass. The Garden Committee will be
responsible for developing this area.

13.Application for resource consent for both the community garden and
Haul Road was lodged with council on 11 August 2016.

Management
of the community garden

14.The Society will have a governance role and will be accountable for
the development and management of the garden. The Garden Committee will
be responsible for the day to day management of the garden and assist in
fundraising, membership, maintenance, collecting fees and other tasks that
ensure the community garden is inclusive and meets the needs of its community.

15.The proposed community garden will consist of a number of 450mm high
planter boxes and a small orchard together with perimeter planting. The
garden will be surrounded by a fence or hedging that will balance the need to
de-mark the area from the rest of the public open space, but will be welcoming
to all residents. Paving or pathways will be level, easily maintained and
accessible for gardeners and non-gardeners, including the elderly and those
with strollers. There will be no permanent structures located on site.

16.First preference for allocating plots will go to those with the
greatest level of participation in the garden. It is expected they will
have more time to contribute to the overall community garden and that this will
benefit all users. Responsibility for the remaining plots will be
allocated on a ballot basis.

17.Membership will be paid annually with the fees being used solely for
the purposes of the community garden. Fee categories are dependent on the
level of input into the garden with the opportunity to offset fees with more
input.

18.Casual volunteers can work in the garden and are required to
register their names and details so the committee has a record of
involvement.

Public
notification and iwi consultation

19.Prior to granting a lease, iwi consultation is required under
Section 4 of the Conservation Act 1987. Lot 100 is subject to Section 122
of the Ngati Whatua o Kaipara Claims Settlement Act 2013. Section 107 of the Ngati Whatua o Kaipara
Claims Settlement Act 2013 provides that when council
is acting as an administering body in respect of reserve land, it is exempted
from the obligation under the act. Accordingly, council can lease the
land without triggering the offer back obligations under the Ngati Whatua o Kaipara Claims Settlement Act 2013.

20.Council has extended an invitation to iwi with a key interest in the
site to attend and speak to the proposal when this matter is
considered.

21.Public notification would be exempt as provided by the exemption
provision under Section 74 (3A) (a) of the Reserves Act.

Consideration

Local
board views and implications

22.The issues involved in this report have been considered by the Upper
Harbour Local Board, which has previously given informal support to the
creation of a community garden.

Māori
impact statement

23.Consultation was undertaken with the following iwi:

·Ngāti Manuhiril

·Te Rūnanga o Ngāti Whātua;

·Ngāti Whātua o Kaipara;

·Ngāti Whātua o Ōrākei;

·Ngāi Tai Ki Tāmaki;

·Te Kawerau a Maki;

·Te Akitai Waiohua;

·Ngāti Te Ata Waiohua;

·Ngāti Paoa;

·Ngāti Maru;

·Ngāti Whanaunga; and

·Ngāti Tamaterā.

24.Council has extended an invitation to iwi with a key interest in the
site to attend and speak to the board on the proposed lease.

Implementation

25.There is no cost implication associated with the approval of the
licence to occupy.

New road name approval for road created by way of a
subdivision at 147 Schnapper Rock Road, Albany

File No.:
CP2016/17968

Purpose

1.To seek approval from the Upper Harbour Local Board for a new
road name for the new private road being constructed to serve the 14 lot
subdivision (Auckland Council ref SA-3023087) being undertaken by Golden Horse
Land Development Ltd (the applicant) at 147 Schnapper Rock Road, Albany.

Executive
Summary

2.The applicant has submitted in their order of preference the
names ‘Highway View Place’, ‘Bushside Way’,
and ‘Highgreen Lane or Place’ for board approval.

3.The names have been assessed against the
council’s road naming guidelines and are deemed to meet the assessment
criteria.

4.The names have also been assessed under New
Zealand Post and Land Information New Zealand (LINZ) criteria for the avoidance
of duplication within the wider Auckland region, and the names proposed meet
those criteria.

5.The applicant has consulted with local iwi
groups, and no feedback has been received from those groups.

6.The guidelines suggest that as a short enclosed road it could be
referred to as either a lane, close, way, or mews.

Recommendation/s

That the Upper Harbour Local Board:

a) pursuant
to section 319(1)(j) of the Local Government Act 1974, consider for approval
either of the proposed road names ‘Highway View Lane’,
‘Bushside Way’, or ‘Highgreen Lane’ for the new
private road constructed within the subdivision being undertaken by Golden
Horse Land Development Ltd (the applicant) at 147 Schnapper Rock Road, Albany.

Comments

7.The naming of private roads serving six or more lots is a
requirement of Land Information New Zealand.

8.The applicant has submitted the following names
in their order of preference for the private road being constructed to service
the 14 lot subdivision.

1. Highway
View Place

The name reflects the high elevation of the lots and
that SH 19 can be sighted some distance away to the southeast.

2. Bushside
Way

The name reflects the bush cover on the lower parts of
the subdivision that is to be protected by covenant and the surrounding bush
on adjacent land.

3. Highgreen
Lane or Place

The name reflects the high elevation of the lots and
the bush cover on the lower parts of the subdivision that is to be protected
by covenant and the surrounding bush on adjacent land.

10.Names need to be easily identifiable, easy to pronounce and spell, and
intuitively clear to minimise confusion. The use of Māori names is
encouraged where appropriate and names should not be duplicated in the wider
Auckland region for safety reasons.

11.The
names are deemed to meet the assessment criteria, as they
reflect the local landscape and environment within and surrounding the
subdivision.

12.The names are not duplicated within the
wider Auckland area and meet New Zealand Post and LINZ requirements in that
regard.

13.The
guidelines suggest that as a short, enclosed road it could be referred to as
either a lane, close, way, or mews.

15.Auckland Council, by way of the Auckland Council Long-term Plan (2012-2022)
allocated the responsibility for the naming of new roads, pursuant to section
319(1)(j) of the Local Government Act 1974, to local boards.

16.The
decision sought from the Upper Harbour Local Board on this report does not trigger any significant policy and is not considered to
have any immediate impact on the community.

17.The decision sought from the Upper Harbour Local Board on this report is not considered to have any legal or legislative
implications.

Māori Impact statement

18.The applicant has consulted with local iwi groups and no feedback has
been received from those groups.

Implementation issues

19.The Northern Consenting subdivision team will ensure that appropriate
road name signage will be installed by the applicant at their full cost once
approval is obtained for the new road name.

20.The cost of processing the approval of the proposed new road name and
any installation of road name signage is recoverable from the applicant in
accordance with council’s administrative charging policies.

New road name approval for a road created by way of
subdivision at Catalina Precinct, Hobsonville Point

File No.: CP2016/18106

Purpose

1.To seek approval from the Upper Harbour Local Board for a new road to
vest, created by way of a subdivision at Catalina Precinct, Hobsonville Point,
Boundary Point (Auckland Council reference LUC 2014-959, SUB 2014-961, REG
2014-962).

Executive
summary

2.Auckland Council has road naming guidelines which set out the
requirements and criteria of the council for naming a new road. These
requirements and criteria have been applied in this situation to ensure
consistency of road naming.

3.Following assessment against the road naming criteria, the road name
‘Plover Road’ (the applicant’s proposed
name) was determined to meet the road naming policy criteria.

4.Hobsonville Land Company (HLC) established a Place Making Advisory
Committee to provide input into the place making approach and give feedback on
the projects at Hobsonville Point, including consultation on proposed road
names. The group is made up of representatives from Te Kawerau a Maki, Ngati
Whatua o Kaipara, the Upper Harbour Local Board and Hobsonville Point Residents
Society.

5.AV Jennings Ltd (the applicant) proposed the street name based on the
name of a native bird commonly found in the area.

6.HLC has consulted on the proposed road namewith the Place Making Advisory Committee on
behalf of AV Jennings Ltd. Te Kawerau a Maki and
Ngati Whatua o Kaipara have confirmed their acceptance by emails, and the other
members of the committee have not provided any comment on the proposed name at
the time of reporting.

7.The road name proposed by the applicant is not
duplicated elsewhere within the wider Auckland region.

Recommendation/s

That the Upper Harbour Local
Board:

a) approves
the road name ‘Plover Road’ proposed by the
applicant, for the new road to vest created by way of a residential
development at Hobsonville in the Catalina Precinct.

Comments

8.The site is located, by way of subdivision, at Catalina Precinct,
Hobsonville Point, Boundary Road, and is legally described as Lot 5 DP 463057
and Lot 119 DP 463057 (see Attachment A).

9.Council granted consent on 4 August 2014 (LUC 2014-959, SUB 2014-961,
REG 2014-962) for joint land use and subdivision consent to allow for the
creation of 19 super-lots on 13 November 2014. Except for this road, the road
names for all other roads created by the subdivision were approved by Upper
Harbour Local Board in November 2014.

10.The Auckland Council Road Naming Guidelines allows that where a new road
needs to be named as a result of a subdivision or development, the
subdivider/developer shall be given the opportunity of suggesting their preferred
new road name for the local board’s approval. AV Jennings (the applicant)
has proposed the preferred name ‘Plover Road’ for the one road to
vest, and have suggested ‘Yellowhammer Road’ and ‘Sparrow
Road’ as the alternative options.

11.The applicant’s proposed road names have been assessed against the
criteria set out in the Auckland Council Road Naming Guidelines. All
names adhere to the general principles and objectives. The significance of the
proposed names are outlined in the table below.

Preference

Proposed road name

Significance of
proposed road name

First

Plover
Road

This is the shortened form of
spur-winged plover, a bird that has been found to be in the area in a recent
survey.

The proposed use of
‘Road’ accurately reflects the type of road being named.

The
name has been accepted by Land Information New Zealand and New Zealand Post.

Alternative
suggestions

Yellowhammer
Road

These
birds have also been found in the Catalina Precinct in a recent survey.

The
proposed use of ‘Road’ accurately reflects the type of road being
named.

The
name has been accepted by Land Information New Zealand and New Zealand Post.

Alternative
suggestions

Sparrow Road

These
birds have also been found in the Catalina Precinct in a recent survey.

The
proposed use of ‘Road’ Accurately reflects the type of road being
named.

It should be noted that “Sparrow
Place” exists in Weymouth, and is therefore not acceptable to use.

Consideration

Local
board views and implications

12.Auckland Council, by way of the Long-term Plan (2012-2022), has
allocated the responsibility for the naming of new roads to local boards,
pursuant to section 319(1)(j) of the Local Government Act 1974.

13.The decision sought from the Upper Harbour Local Board does not trigger
any significant policy and is not considered to have any immediate impact on
the community.

14.The decision sought from the Upper Harbour Local Board is not considered
to have any legal or legislative implications.

Māori
impact statement

15.It is considered that there is no significance to Māori as a result
of the proposed road names, and that there will be no adverse effects on
Māori communities.

16.Responses from the representatives of Te Kawerau a Maki and Ngati Whatua
o Kaipara have confirmed support for the preferred names
proposed.

Implementation

17.The Project, Practice and Resolutions Consenting
Team will ensure that appropriate road name signage will be installed
accordingly once an approval is obtained for the new road name.

18.The cost of processing the approval of the proposed new
road name and any installation of road name signage is recoverable in
accordance with council’s administrative charging policies.

Temporary arrangements for urgent decisions and staff
delegations during the election period

File No.: CP2016/17871

Purpose

1.The purpose of this report is to seek the local board’s approval
for temporary arrangements during the election period for:

·urgent decisions; and

·decisions made by staff under delegated authority from the local
board that require consultation with portfolio holders under delegation
protocols.

Executive
summary

2.Between the last local board business meeting of the current
electoral term, and the first business meeting of the new term, there may be decisions needed or routine business as usual to
process that cannot wait until after the incoming local board’s first
business meeting in the new electoral term.

3.Temporary arrangements are therefore needed for urgent decisions of the
local board, and decisions made by staff under existing delegated authority.

4.Between the last business meeting and the
declaration of election results (likely to be 13 October), current members are
still in office, and can make urgent decisions if delegated to do so. If the
board does not have an existing urgent decision-making process already in
place, it is recommended that the board delegate to the Chairperson and Deputy
Chairperson the power to make urgent decisions on behalf of the local board
during this period.

5.Following the declaration of results, the
current members are no longer in office. New members come into office the day
after the declaration of results, but cannot act until they give their
statutory declaration at the inaugural meeting. During this period, urgent
decisions will be made by the Chief Executive under his existing delegated
authority.

6. All
local boards have made a general delegation to the
Chief Executive. This delegation is subject to a requirement to comply
with delegations protocols approved by the local board, which require, amongst
other matters, staff to consult with portfolio holders on certain matters. The
most common area requiring consultation is landowner consent relating to local
parks.

7.After the election, there will be no local board portfolio holders to
consult until new arrangements are made at the first business meeting in the
new term. During this time, staff will need to continue to process routine
business as usual matters, including routine requests from third parties for
landowner approval.

8.As a temporary measure, approval is sought from
the local board to allow officers to continue to process business as usual
decisions that cannot wait until after the local board’s first business
meeting. This is irrespective of the requirements of the current delegation
protocols to consult with the nominated portfolio holder on landowner
consents.

9.Appointments made by the local board to external bodies
will cease on the date of the election. New appointments will need to be made
by the local board in the new term.

Recommendation/s

That the Upper Harbour Local
Board:

a) delegate to the
Chairperson and Deputy Chairperson the power to make, on behalf of the local
board, urgent decisions that may be needed between the final local board
business meeting and the commencement of the term of office of new local
board members.

b) note that from the
commencement of the term of office of new local board members until the
inaugural meeting of the incoming local board, urgent decision-making will be
undertaken by the Chief Executive under existing delegations.

c) approve that staff, as a temporary measure, can make business as
usual decisions under their existing delegated authority without requiring
compliance with the requirement in the current delegation protocols to
consult with the nominated portfolio holder, from 8 October 2016 until new
arrangements are made at the first business meeting in the new term.

d) note that existing appointments by the local board to external
bodies will cease at the election, and that new appointments will need to be
made by the local board in the new term.

Comments

10.Current elected members remain in office until
the new members’ term of office commences, which is the day after the
declaration of election results[1]
(likely to be 13 October 2016).

11. The
new members cannot act as members of the local board
until they have made their statutory declaration at the inaugural local board
meeting[2].

12.Following the last local board meeting of the current electoral term, there
may be decisions needed or routine business as usual to process that cannot
wait until after the incoming local board’s first business meeting in the
new electoral term.

13.Temporary arrangements need to be made for:

·urgent decisions; and

·decisions made by staff under delegated authority from the local
board that require consultation with portfolio holders.

Urgent decisions

14.Between the last business meeting and the
declaration of results (likely to be 13 October), current members are still in
office, and can make urgent decisions if delegated to do so. If the board does
not have an existing urgent decision-making process already in place, it is
recommended that the board delegate to the Chairperson and Deputy Chairperson
the power to make urgent decisions on behalf of the local board during this period.

15.Between the declaration of results and the inaugural meeting, the current
members are no longer in office, the new members cannot act until they give
their statutory declaration, and new chairs and deputies will not be in place.
During this period, urgent decisions will be made by the Chief Executive under
his existing delegated authority (which includes a financial cap).

Decisions made by
staff under delegated authority

16. All
local boards have made a delegation to the Chief
Executive. The delegation is subject to a requirement to comply with delegation
protocols approved by the local board. These delegation protocols require,
amongst other things, staff to consult with nominated portfolio holders on
certain issues.

17.The most common area
requiring consultation is landowner consent relating to local parks. The
portfolio holder can refer the matter to the local board for a decision.

18.Parks staff receive a large number of landowner consent requests each
month that relate to local parks across Auckland. The majority of these need to
be processed within 20 working days (or less), either in order to meet the
applicant’s timeframes and provide good customer service, or to meet
statutory timeframes associated with resource consents. Only a small number of
landowner requests are referred by the portfolio holder to the local board for
a decision.

19.Prior to the election, staff can continue to consult with portfolio
holders as required by the delegation protocols. However, after the election,
there will be no portfolio holders in place to consult with until new
arrangements are made at the first business meeting of the local board in the
new term.

20.During this time, staff will need to continue to process routine business
as usual matters, including routine requests from third parties for landowner
approval such as commercial operator permits, temporary access requests and
affected party approvals.

21. As
a temporary measure, it is recommended that the local
board allow staff to process routine business as usual matters without
consulting with the nominated portfolio holder, where these matters cannot wait
until new arrangements are made in the term.

Appointment
to external bodies

22.Appointments made by the local board to external bodies will cease at the
election. New appointments will need to be made by the local board in the new
term.

Consideration

Local
board views and implications

23. This
is a report to all local boards.

Māori
impact statement

24.These arrangements do not have specific implications for Māori.

Implementation

25. This
decision will allow routine matters to be processed
during the election period.

Upper Harbour Local Board Discretionary Funds Status
for the 2016/2017 Financial Year

File No.: CP2016/18489

Purpose

1.This report provides an update to the Upper Harbour Local Board on the
availability of discretionary funding for the 2016/2017 financial year. It also
provides a running total of the board’s balances of the various
discretionary funds.

Executive
summary

2.The Upper Harbour Local Board has a number of discretionary funds
available in the 2016/2017 financial year. The current balances are as follows:

Fund

Total available in
2016/2017 ($)

Amount spent ($)

Balance remaining ($)

Local discretionary community
grants

$118,000

$47,500

$70,500

Civic events

$50,000

$0

$50,000

PSR response fund

$103,000

$0

$103,000

Environment response fund

$39,000

$0

$39,000

Discretionary capital fund

$539,460

$0

$539,460

Total

$849,460

$47,500

$801,960

3.The board allocated $47,500 during the Upper Harbour Local Board local
grants round one 2016/2017 at its 23 August 2016 business meeting.

4.It is noted there is one local grants round and three quick response
rounds left for this financial year. The first quick response round closed on 2
August 2016, and decisions are sought at this meeting via another report on the
agenda.

Recommendation/s

That the Upper Harbour Local
Board:

a) receive
the status of the Upper Harbour Local Board Discretionary Funds for the
2016/2017 financial year report.

1.This holding report serves to provide the Upper Harbour Local Board with
the facility to make decisions relating to the Albany Stadium Pool’s fit
out and construction as and when required.

Executive
summary

2.The Albany Stadium Pool is a project approved for construction in the
2015/2016 and 2016/2017 financial year as part of the Long-term Plan
2015-2025. As such internal fit out and construction decisions will be
required by the Upper Harbour Local Board on an ongoing basis until the project
is complete.

3.This holding report serves to provide the Upper Harbour Local Board with
the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local
Board:

a) receive
the holding report for decisions relating to the Albany Stadium Pool.

1.This holding report serves to provide the Upper Harbour Local Board with
the facility to make decisions relating to the Albany Community Hub’s
design, fit out and construction as and when required.

Executive
summary

2.The Albany Community Hub is a project approved for construction in the
2015/2016 and 2016/2017 financial year as part of the Long-term Plan
2015-2025. As such detailed design, internal fit out and construction
decisions will be required by the Upper Harbour Local Board on an ongoing basis
until the project is complete.

3.This holding report serves to provide the Upper Harbour Local Board with
the ability to make those decisions as and when required.

Recommendation

That the Upper Harbour Local
Board:

a) receive
the holding report for decisions relating to the Albany Community Hub.

Exclusion of the Public: Local Government Official
Information and Meetings Act 1987

That the Upper Harbour Local Board:

a) exclude
the public from the following part(s) of the proceedings of this meeting.

The general
subject of each matter to be considered while the public is excluded, the
reason for passing this resolution in relation to each matter, and the specific
grounds under section 48(1) of the Local Government Official Information and
Meetings Act 1987 for the passing of this resolution follows.

This
resolution is made in reliance on section 48(1)(a) of the Local Government
Official Information and Meetings Act 1987 and the particular interest or
interests protected by section 6 or section 7 of that Act which would be
prejudiced by the holding of the whole or relevant part of the proceedings of
the meeting in public, as follows:

C1 Acquisition of open space land -
Albany

Reason for passing this resolution in relation to each
matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this
resolution

The public conduct of the part of the meeting would be
likely to result in the disclosure of information for which good reason for
withholding exists under section 7.

s7(2)(h) - The withholding of the information is necessary
to enable the local authority to carry out, without prejudice or
disadvantage, commercial activities.

c48(1)(a) The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7. In particular, the report
identifies land the council seeks to acquire for open space purposes. .

s7(2)(i) - The withholding of the information is necessary
to enable the local authority to carry on, without prejudice or disadvantage,
negotiations (including commercial and industrial negotiations).

c48(1)(a) The public conduct of the part of the meeting
would be likely to result in the disclosure of information for which good
reason for withholding exists under section 7. In particular, the report
identifies land the council seeks to acquire for open space purposes. .

s48(1)(a)

The public conduct of the part of the meeting would be
likely to result in the disclosure of information for which good reason for
withholding exists under section 7.